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Integrations Cheat Sheet

Integrations Cheat Sheet

Owned by brandelle-unkrich
Last updated: Apr 03, 2025 by Sam Drella



MAUI Information

  • Eventual source of truth for all university data.
  • Use for all current student data as well as registration data.
  • Reports combining MAUI & Salesforce: Data.uiowa.edu
  • Reflects MAUI data from end of day yesterday.

Salesforce Information

  • Use for recruitment and admissions data


INTEGRATIONS

  • NOTES: All integrations pull data from the MAUI Data Warehouse Daily Snapshots.  These snapshots run every night except Sundays. Data in Salesforce is delayed 24-48 hours from data in MAUI.


MAUI IMPORTS:

  • Basic Synchronization
    • RUN TIME: 1 am daily
    • CRITERIA: (HawkID = NULL
      OR University Email = NULL
      OR University ID = NULL
      OR Master ID = NULL)
      AND Application Submitted Date within last year
    • UNIQUE IDENTIFIER: Application ID
    • UPDATES:
      • Populates HawkID, University email, University ID, and Master ID

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  • Deposit Paid:
    • RUN TIME: 1 am daily
    • CRITERIA: No Registration Sync = False AND Program = BAFT, MAC (MAC starting Fall 24)
      AND Application Status = Admit, Admit Conditional, Committed
      AND MAUI Advance Pay exists
      AND MAUI Admin Fee Action Descr = Received
      AND Term = Current and two forward
      AND Includes secondary program
    • UNIQUE IDENTIFIER: Application ID
    • UPDATES:
      • Application Status = Deposit Paid

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  • Registration and Enrollment:
    • RUN TIME: 3 am daily
    • CRITERIA: No Registration Sync = False
    • AND UID <> NULL
      AND Program = EMBA, MFIN, BAFT, BAPT, All Certs, PMBAPI, PMBARe, BAPTRe, PMBAPre, PMBAFull, OMBA, MFINMSBA, BAPTRe (All programs except CIMBA programs)
      AND Application Status = Admit, Admit Conditional, Committed, Deposit Paid, Declined Offer, Registered
      AND Term Matches AND Term = Current and two forward
      AND Enrollment Status in MAUI = Enrolled, Dropped, Withdrawn, Voided
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • If enrolled in current semester: Application Status = Enrolled AND Date Enrolled = Yesterday (Occurs on June 1 for summer, Sept 1 for fall, and February 1 for spring)
      • If enrolled for future semester: Application Status = Registered AND Date Registered = Yesterday AND Admissions Substatus = NULL AND Date Declined Offer = NULL
      • If dropped all classes for future semester: Application Status = Declined Offer AND Date Declined Offer = Yesterday AND Admissions Substatus = Unregistered AND Date Registered = NULL
      • If student has several applications that meet the parameters, updates them all
      • Only updates for semester of application – does not continually update enrollment for other sessions

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  • Degree Conferred
    • RUN TIME: Runs on 15th of the month.
    • CRITERIA: MAUI for Degrees Conferred within past 3 month
      AND MAUI Program = PMBA/OMBA, EMBA, CIMBA MBA, BAPT, BAFT, MFIN, and all certificates (only HKMBA and CIMBA non-degree not included)
      AND Application Status = Enrolled
      AND University ID matches
      AND Program of Study matches
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Application Status=Alumnus AND Date Alumnus = MAUI Date Conferred

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  • Inactive Former Students
    • RUN TIME: Runs 3 times per year, mid-semester – run Fall on March 15, run Summer on October 15, run Spring on July 15
    • CRITERIA: Application Status = Enrolled
      AND University ID matches
      AND MAUI program of study matches
      AND no active Program of Study for current or future semesters
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Application Status = Former Student AND Admissions Substatus = Inactive Former

The MAUI table has rows for each semester they are active. If they enroll again, the clock starts over and Maui will generate new rows for each semester during the session creation process. Once a student has had 3 consecutive semesters of inactivity, the process will stop creating rows for that student. The following semester no row would be created and would be deemed inactive AND the student would have to reapply. If you log into Maui directly, that student will have a program still listed as active but in the data warehouse it’s no longer active.

If a student was last here in:

Fall – Sessions are created up through next fall but not after

Winter – Sessions are created up through next winter but not after

Spring – Sessions are created up through next spring but not after

Summer – Sessions are created up through next summer but not after

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  • Billing
    • RUN TIME: 3 am daily
    • CRITERIA: UID <>NULL
      AND Application Status = Admit, Admit Conditional, Committed, Deposit Paid, Declined Offer, Registered, Enrolled
      AND Term matches AND Term = Current and two forward
      AND Billing Agreement Received = NULL
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Billing Agreement Received = Yesterday
      • If student has several applications that meet the parameters, updates them all

It looks up applications that don't have Billing agreement set. We only look at applications in those statuses for the current and two forward terms.
Then look up MAUI Billing timestamp. If it is set, we set it in Salesforce.

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  • Official Transcript in MAUI
    • RUN TIME: 2 am daily
    • CRITERIA: Document Status = Required, Unofficial Received
      AND Application Status = Submitted, Completed, Admit, Admit Conditional, Committed, Deposit Paid, Registered, Enrolled
      AND Application Submitted with last year
      AND Institution Type = College
      AND MAUI Document Type = Transcript
      AND MAUI Is Official = Y
      AND Institution ID matches
    • UNIQUE IDENTIFIER: Application ID
    • UPDATES:
      • Date Received = Yesterday AND Document Status = Official Received

How it works:
1.  get from Salesforce applications with Document Status = Required, Unofficial Received (see above)
Students may have multiple transcripts from multiple institutions.
2.  for these students, get from MAUI documents of type 'transcript'; match institution IDs. if IDs match, mark transcript as official.
3. update Salesforce.

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TEST SCORES

  • NOTES: There are often situations when Salesforce does not have all scores. For example, applicant has three GRE scores, but Salesforce only has two and MAUI has all three. We would consider these records as distinct and will create a new record in SF with a copy of the data from MAUI and marked as Official. Only if date and all test scores match between MAUI and Salesforce, we consider it the same record and simply update it to Official status.

 

  • GRE Scores
    • RUN TIME: 4 am daily
    • CRITERIA: Program = All Certs, BAPT, BAPTRe, BAPTPI, EMBA, IAMBAPI, IAMBARe, IAMBAFull, MFIN, BAFT, MFINMSBA
      AND Student Type = Full-time, Full Admission, PreMBA
      AND
    • (Application Status = Submitted, Completed, Admit, Admit Conditional, Committed, Deposit Paid
                OR (Application Status = Denied AND Admissions Substatus = GMAT/GRE OR Admissions Substatus=GPA/Academic))
      AND Term = Current and two forward
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Creates new test score record if unmatched score exists in MAUI.  Document Status = Official Received AND Date Received = Yesterday.
      • If score matches MAUI perfectly (Date and all numbers), sets Document Status = Official Received AND Date Received = Yesterday. 

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  • TOEFL Scores
    • RUN TIME: 4 am daily
    • CRITERIA:  Citizenship <> United States
      AND Program = BAPT, BAFT, MFIN, MFINMSBA
      AND Application Status = Submitted, Completed, Admit, Admit Conditional, Committed, Deposit Paid
      AND Term = Current and two forward
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Document Status = Official Received AND Date Received = Yesterday
      • OR creates new Test Score record if does not already exist in Salesforce

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  • IELTS Scores
    • RUN TIME: 4 am daily
    • CRITERIA: Program = BAPT, BAFT, MFIN, MFINMSBA
      AND (
      Application Status = Submitted, Completed, Admit, Admit Conditional, Committed, Deposit Paid
      OR (Application Status = Denied AND Admissions Substatus = TOEFL/IELTS OR GPA/Academic))
      AND Term = Current and two forward
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Document Status = Official Received AND Date Received = Yesterday
      • OR creates new Test Score record if does not already exist in Salesforce

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MAUI EXPORTS:

  • New Applicants
    • RUN TIME: 6 am daily export to MAUI, MAUI import occurs business days at 7:30 am
    • Application typically visible in MAUI by mid-afternoon on the day after the date submitted; delays may occur due to residency review or duplicate check. Also, if an application is submitted on a Friday, Saturday, and Sunday, they are imported to MAUI on Monday.
      AND Record sent to MAUI = NULL
      AND At least one college record
      AND Degree <> NULL
      AND (Birth Country = US AND Birth State <> Null)
      AND (Permanent Resident = Yes AND Citizenship Country <> US)

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  • Applications not sent to MAUI:
    • CIMBA UG and grad applicants where Current Student = Yes
      OR
      Business Fundamentals, Marketing, Finance, and Leadership Certificate applicants where Current Student= Yes AND Current UI Program = Full Admission – Professional MBA Program, Online MBA Program, Executive MBA program
    • UNIQUE IDENTIFIER: Application ID
    • UPDATES:
      • Record Sent to MAUI = TODAY AND Data file moves through MAUI import routine maintained by ITS.
      • If Birth country/state issue or permanent resident/citizenship issue, email sent to Brandelle.

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  • Send Transcripts to MAUI
    • RUN TIME: 6 am daily, 2-day time delay between file upload and record appearing in MAUI warehouse
    • CRITERIA: (Application) Date Submitted = Last 30 days
      AND Institution ID matches
      AND MAUI does not have transcript within last year
    • UNIQUE IDENTIFIER: University ID
    • UPDATES:
      • Add pdf to document store in MAUI and central admissions team does further processing

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Integration Error Email - Education History

  • When an applicant enters an education start date that is after the end date, there will be an error in the integration process, and the dates will need to be corrected.
  • Tippie Admissions will get an integration error email, and it will prompt the GPP Admissions team to correct the dates in the Education History record on the application.
    • Example Email:
      • Subject: Salesforce Integration error
        • Error College start date > end date: A-xxxx–[Application ID]--University of Iowa
  • The application will not be sent to MAUI until the error is corrected.  Once corrected, the application will be loaded that night in the overnight integration process.


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